Job Description

To provide an effective administrative service, ensuring the smooth and efficient running of the Critical Care Units and some minute taking



To be flexible with own workload, and be able to prioritise work, to meet deadlines



To ensure data is inputted accurately in a timely manner, including patient information on EPIC Apollo, allocation book and the patient bed board, you will be required perform quality checks to ensure accuracy.



To liaise with the multi-disciplinary team, internal and external agencies to ensure continuity in achieving excellence in patient care.



To create posters and signs, liaising with other departments to ensure accurate information is displayed professionally at all times, all signage must be laminated for infection control purposes.



To rotate between the Critical Care Units as required as well as covering colleagues for annual leaves, sickness etc, as directed by the Team Leader.



To ensure all Estates jobs are reported/chased and entered onto the Estates tracker, making sure any updates are noted.



To act as first point of contact for patients, relatives and visitors attending the units and to ensure that they are appropriately greeted and directed at all times.



To answer telephone enquiries in a professional and sensitive manner, directing calls to the appropriate staff.



To sort mail on a daily basis, redirecting mail appropriately.



Using Oracle ordering system to order stationery as required, checking that all stock is delivered and to manage any problems in relation to these orders, ensuring value for money at all times, to do regular stock level checks to ensure efficiency in stock management.



To provide help and facilities (i.e. telephone) for distressed and bereaved relatives to contact their friends and families, and to act in a professional, sympathetic and caring manner at all times.



To provide sickness certificates and letters for patients as requested by the nurse in charge.



To ensure each morning that all admissions and discharges are entered into Epic Apollo, Bed Board and the Allocation Book. Check each patient's demographic details (address, post-code, GP. ethnic and religion) are correct. To obtain patient's notes on admission and to track on discharge, returning / tracking patient notes back to medical records when required and to ensure that patient's notes are scanned onto Epic when required.



King's College Hospital NHS Foundation Trust is one of the UK's largest and busiest teaching Trusts with a turnover of c1.8 billion, 1.5 million patient contacts a year and more than 15,000 staff based across South East London. The Trust provides a full range of local and specialist services across its five sites. The trust-wide strategy of Strong Roots, Global Reach is our Vision to be BOLD, Brilliant people, Outstanding care, Leaders in Research, Innovation and Education, Diversity, Equality and Inclusion at the heart of everything we do. By being person-centred, digitally-enabled, and focused on sustainability, we aim to take Team King's to another level.



We are at a pivotal point in our history and we require individuals who are ready to join a highly professional team and make a real, lasting difference to our patients and our people.



King's is committed to delivering Sustainable Healthcare for All via our Green Plan. In line with national Greener NHS ambitions, we have set net zero carbon targets of 2040 for our NHS Carbon Footprint and 2045 for our NHS Carbon Footprint Plus. Everyone's contribution is required in order to meet the goals set out in our Green Plan and we encourage all staff to work responsibly, minimising their contributions to the Trust's carbon emissions, waste and pollution wherever possible.



To provide an effective administrative service, ensuring the smooth and efficient running of the Critical Care Units and some minute taking



To be flexible with own workload, and be able to prioritise work, to meet deadlines.



To rotate between the Critical Care Units as required as well as covering colleagues for annual leave, sickness etc. as directed by the Critical Care Matron



To ensure data is inputted accurately in a timely manner, including patient information on EPIC Apollo, allocation book and the patient bed board, you will be required perform quality checks to ensure accuracy.



To liaise with the multi-disciplinary team, internal and external agencies to ensure continuity in achieving excellence in patient care.



The allocation book must be written up in a timely manner ensuring all members of staff are written in and double check against the rota, where there is a staffing shortage NHSP requests must be put on the system as far out in advance as possible to ensure the staffing requirements are met



To contact and book Bank staff on a daily basis, liaising with the NHS Professionals, ensuring booking reference numbers are obtained prior to the start of each shift. Agency staff to be booked only as a last resort.



To provide the Matron with an up to date list of staffing numbers on a daily basis and to keep Matron informed of any progress/changes throughout the day



To create posters and signs, liaising with other departments to ensure accurate information is displayed professionally at all times, all signage must be laminated for infection control purposes



Customer Care/Patient Liaison



To act as first point of contact for patients, relatives and visitors attending the units and to ensure that they are appropriately greeted and directed at all times



To answer telephone enquiries in a professional and sensitive manner, directing calls to the appropriate staff



To sort mail on a daily basis, redirecting mail appropriately.



Using Oracle ordering system to order stationery as required, checking that all stock is delivered and to manage any problems in relation to these orders, ensuring value for money at all times, to do regular stock level checks to ensure efficiency in stock management.



To check the relative's room each morning, ensuring that that room is adequately stocked with tea etc relative information sheets and to remove all bed linen on a daily basis



To provide help and facilities (i.e. telephone) for distressed and bereaved relatives to contact their friends and families, and to act in a professional, sympathetic and caring manner at all times.



To provide sickness certificates and letters for patients as requested by the nurse in charge.



To assist in finding temporary accommodation in the Salvation Army for relatives of patients



Management of Electronic/Manual medical records



To ensure each morning that all admissions and discharges are entered into Epic Apollo, Bed Board and the Allocation Book. Check each patient's demographic details (address, post-code, GP. ethnic and religion) are correct. To obtain patient's notes on admission and to track on discharge, returning / tracking patient notes back to medical records when required and to ensure that patient's notes are scanned onto Epic when required



To ensure that the Epic bed state is a true and accurate reflection of the actual patient's movements. To be responsible for alerting any discrepancies are notified via e-mail to appropriate department and copied to the Senior Audit nurse



To be able to generate a new hospital number for new patients to King's College Hospital, through Epic Apollo system



To ensure patient's notes are available for the Relative Liaison Officer (Bereavement), and to take deceased patient's property to the Relative Liaison Office as promptly as possible, documenting this in the property book and the Unit Diary.



To ensure that each patient has one hospital unit number and that case notes are correctly amalgamated. Any discrepancies are reported to Medical Records via email and copied to the Senior Audit nurse.



To conduct quality audits e.g. monthly medical notes audit, within set timeframes and to produce an audit cycle as necessary.



Clerical / Administrative



To assist in the clerical duties associated with the admission and discharge of patients. This includes ensuring that any previous notes (even from another hospital) are obtained and available at the bedside



On discharge of patient, to ensure notes are returned to their rightful department straight away



In the absence of health care assistants to order beds electronically as requested by the nurse in charge.



To empty the unit safe each morning, taking all patients valuables to the Patient advice and liaison office (PALS) or the cashiers office according to hospital policy and to document this clearly in the patients notes and the Unit Diary



To liaise with Relatives Liaison (Bereavement Services) and Patient's Advice and Liaison Office (PALS), regarding releasing or investigating location of patient's property and valuables adhering to Hospital policy.



To liaise with the maintenance department on a daily basis, either electronically or by telephone (for emergencies) and to have a system in place to track all outstanding requests, keeping the Matron informed of all issues



To open and distribute mail, forwarding mail to patients who have already been discharged



To ensure that the unit bed boards and the allocation books are updated continually when patients are admitted and discharged from the units



Check that consultant's details are correct for all admissions, checking this information against the information on Epic and the patient's notes



To be responsible for the unit diary, ensuring all queries are investigated / solved, to ensure staff signs with name and comment as appropriate, to feedback progress/ problems to nurse in charge.



To liaise with Sodexo/Medirest (i.e. porters and housekeeping) as required ensuring adequate supply of stock to the Units e.g. linen, scrub suits etc



To ensure that the photocopying for the Units are of high standards and that there is enough paper stationery available on both Units



Monitor readings for the photocopier and order regular supplies of toner and staples and to action any mechanical problems



To ensure that personal mandatory training i.e. Manual Handling, Fire Training and Health and Safety is undertaken on an annual basis this can be reviewed on the "Wired" programme



To attend and contribute to the unit meetings as a member of the unit team, to create agendas and to take accurate minutes and send to the appropriate staff in a timely fashion



Ensure the safety of patients, visitors and staff, and to report all incidents and hazards to the nurse in charge.



General



The post holder has a general duty of care for their own health, safety and wellbeing and that of work colleagues, visitors and patients within the hospital, in addition to any specific risk management or clinical governance accountabilities associated with this post



To observe the rules, policies, procedures and standards of King's College Hospital NHS Foundation Trust together with all relevant statutory and professional obligations



To observe and maintain strict confidentiality of personal information relating to patients and staff



To be responsible, with management support, for their own personal development and to actively contribute to the development of colleagues



This job description is intended as a guide to the general scope of duties and is not intended to be definitive or restrictive. It is expected that some of the duties will change over time and this description will be subject to review in consultation with the post holder



All employees must hold an 'nhs.net' account which will be the Trust's formal route for email communication. You are therefore required to check this regularly and to deal with such communication promptly



Infection Control Statement



The post holder has an important responsibility for and contribution to make to infection control and must be familiar with the infection control and hygiene requirements of this role.



These requirements are set out in the National Code of Practice on Infection Control and in local policies and procedures which will be made clear during your induction and subsequent refresher training. These standards must be strictly complied with at all times.